User Guide for the Polycom SoundPoint IP 450 Phone

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1 User Guide for the Polycom SoundPoint IP 450 Phone SIP October, 2008 Edition Rev. A SIP 3.1.1

2 Trademark Information Polycom, the Polycom logo design, SoundPoint IP, SoundStation, SoundStation VTX 1000, ViaVideo, ViewStation, and Vortex are registered trademarks of Polycom, Inc. Conference Composer, Global Management System, ImageShare, Instructor RP, ipower, MGC, PathNavigator, People+Content, PowerCam, Pro-Motion, QSX, ReadiManager, Siren, StereoSurround, V 2 IU, Visual Concert, VS4000, VSX, and the industrial design of SoundStation are trademarks of Polycom, Inc. in the United States and various other countries. All other trademarks are the property of their respective owners. Patent Information The accompanying product is protected by one or more U.S. and foreign patents and/or pending patent applications held by Polycom, Inc. Disclaimer Some countries, states, or provinces do not allow the exclusion or limitation of implied warranties or the limitation of incidental or consequential damages for certain products supplied to consumers, or the limitation of liability for personal injury, so the above limitations and exclusions may be limited in their application to you. When the implied warranties are not allowed to be excluded in their entirety, they will be limited to the duration of the applicable written warranty. This warranty gives you specific legal rights which may vary depending on local law. Copyright Notice Portions of the software contained in this product are: Copyright 1998, 1999, 2000 Thai Open Source Software Center Ltd. and Clark Cooper Copyright 1998 by the Massachusetts Institute of Technology Copyright The OpenSSL Project Copyright Eric Young All rights reserved Copyright Jean-Loup Gailly and Mark Adler Copyright , Daniel Stenberg, Permission is hereby granted, free of charge, to any person obtaining a copy of this software and associated documentation files (the Software ), to deal in the Software without restriction, including without limitation the rights to use, copy, modify, merge, publish, distribute, sublicense, and/or sell copies of the Software, and to permit persons to whom the Software is furnished to do so, subject to the following conditions: The above copyright notice and this permission notice shall be included in all copies or substantial portions of the Software. THE SOFTWARE IS PROVIDED AS IS, WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO THE WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NONINFRINGEMENT. IN NO EVENT SHALL THE AUTHORS OR COPYRIGHT HOLDERS BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF OR IN CONNECTION WITH THE SOFTWARE OR THE USE OR OTHER DEALINGS IN THE SOFTWARE Polycom, Inc. All rights reserved. Polycom Inc Willow Road Pleasanton, CA USA No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express written permission of Polycom, Inc. Under the law, reproducing includes translating into another language or format. As between the parties, Polycom, Inc. retains title to, and ownership of, all proprietary rights with respect to the software contained within its products. The software is protected by United States copyright laws and international treaty provision. Therefore, you must treat the software like any other copyrighted material (e.g. a book or sound recording). Every effort has been made to ensure that the information in this manual is accurate. Polycom, Inc. is not responsible for printing or clerical errors. Information in this document is subject to change without notice.

3 About This Guide Thank you for choosing the SoundPoint IP 450, a full-duplex, hands-free SIP desktop phone. This unit provides business telephony features and functions such as multiple call appearances, call hold, transfer, and conference over an IP network. This guide provides everything you need to quickly use your new phone. Be sure to verify with your system administrator that your network is prepared for configuring your SoundPoint IP 450 phone. As well, be sure to read the Getting Started with Your Phone and Regulatory Notices sections of this guide before you set up and use the SoundPoint IP 450 phone. You can also find this information at iii

4 User Guide SoundPoint IP 450 Desktop Phone iv

5 Contents About This Guide iii 1 Getting Started with Your Phone Registering Your Phone Features of Your Phone Before You Use Your Phone Navigating Menus and Entering Data Information Status Customizing Your Phone Configuring Basic Settings Changing the Appearance of Time and Date Changing the Display Contrast Changing the Backlight Intensity Enabling the Headset Memory Mode Selecting the Correct Headset for Electronic Hookswitch Selecting the Ring Type Changing the Language Changing the Background Muting the Microphone Adjusting the Volume Managing Call Lists Managing Contacts Adding Contacts Editing Contacts Deleting Contacts Placing Calls to Contacts Searching for Contacts Managing Incoming Calls Distinguishing Calls Rejecting Calls v

6 User Guide SoundPoint IP 450 Desktop Phone Diverting Calls System Customizations Supporting Multiple Lines Supporting Multiple Line Keys Per Line Supporting Shared Lines Using the Basic Features of Your Phone Placing Calls Answering Calls Ending Calls Redialing Numbers Placing Calls on Hold Hosting Conference Calls Setting Up Conference Calls Managing Conference Calls Adding Parties to Conference Calls Joining Conferences Splitting Conference Calls Ending Conference Calls Transferring Calls Forwarding Calls Enabling Do Not Disturb Assigning Speed Dial Keys Using Voice Mail Using the Advanced Features of Your Phone Using Multiple Call Appearances Using Text Messaging Using Buddy Lists Changing Presence Settings Managing Buddies Integrating With Microsoft Live Communications Server Restarting Your Phone Troubleshooting Your Phone Power and Startup Controls Access to Screens and Systems Calling vi

7 Contents Displays Audio Testing Phone Hardware Regulatory Notices Regulatory Notices 1 Index Index 1 vii

8 User Guide SoundPoint IP 450 Desktop Phone viii

9 1 Getting Started with Your Phone This chapter provides basic installation instructions and information for obtaining the best performance with the SoundPoint IP 450 desktop phone. The SoundPoint IP 450 provides a powerful, yet flexible IP communications solution, delivering excellent voice quality. The high-resolution graphic display supplies content for call information, multiple languages, directory access, and system status. The SoundPoint IP 450 supports advanced functionality, including multiple call and flexible line appearances, HTTPS secure provisioning, presence, custom ring tones, local conferencing, applications, and Polycom HD Voice technology. For the package parts list and instructions on how to assemble your phone, refer to the SoundPoint IP 450 Quick Start Guide. This chapter contains: Registering Your Phone Features of Your Phone Before You Use Your Phone To customize your phone, refer to Customizing Your Phone on page 1-1. To read about the phone s basic features, refer to Using the Basic Features of Your Phone on page 3-1. To read the phone s advanced features, refer to Using the Advanced Features of Your Phone on page 4-1. If you require additional information or assistance with your new phone, contact your system administrator. For information on supported headsets, go to and enter Headset Compatibility List in the Knowledge Base text box. 1-1

10 User Guide SoundPoint IP 450 Desktop Phone Registering Your Phone Generally, your phone will be deployed with multiple other phones. In this case, your system administrator will configure the phone parameters beforehand, so that after you set up your phone, the phone will be registered and ready to use. If your phone is not part of a large phone deployment, your phone may not be registered after you set it up. Before you use your phone, you or your system administrator will have to register it. For detailed information on how to register your phone after you install it, refer to Quick Tip 44011: Registering Standalone SoundPoint IP and SoundStation IP Phones at echnical_bulletins_pub.html. Features of Your Phone 1-2

11 Getting Started with Your Phone The features of your SoundPoint IP 450 phone are: Item 1 Message Waiting Indicator Description Alert for voice and text (instant) messages. 2 Line Indicators Individual multi-color LEDs display the dynamic call state and remote user status (busy lamp field (BLF) and presence). The mapping is: Solid green An active call is in progress. Fast flashing green There is an incoming (ringing) call. Flashing green The call is held by the other party. Flashing red The call is on hold. Solid red The line is busy remotely (shared lines) 3 Line/Speed Dial Key Use these keys to activate up to three lines or speed dials that can be assigned to your phone. 4 Arrow Keys Scroll through displayed information or options. Select a field of displayed data. 5 Speakerphone Allows for hands-free communication during calls. 6 Feature Keys Access important features using these keys. Access local (your phone) and global (your organization) features. Access and manage text and voice messages. Dials most recently dialed party. 7 Microphone Mute Mutes audio transmission locally during calls and conferences. 1-3

12 User Guide SoundPoint IP 450 Desktop Phone Item Description 8 Hands-free Microphone Picks up audio during hands-free calls. Place your phone on a hard, flat surface for best results. 9 Volume Keys Adjusts the volume of the handset, headset, speaker, and ringer. 10 Dial Pad Provides the 10 digits, the alphabetic characters, and special characters available in context-sensitive applications Headset Hold Allows you to place and receive calls through an optionally connected headset. Holds an active call or resumes a held call. 13 Speaker For ringer and hands-free audio output. 14 Soft Keys These keys are automatically labeled to identify their context-sensitive functions. 15 Graphic Display Shows information about calls, messages, soft keys, time, date, and other relevant data. Caller display information first party, second party, number of calls Information status scrolling list in order of precedence highest to lowest) Associated line icons are described in the following table. 16 Hookswitch 1-4

13 Getting Started with Your Phone Icons associated with the line keys appear on the screen and represent: Icon Description Registered line (solid) Registered shared line Unregistered line (outline) Voice mail/text messages Speed dial Ringing Call in progress with HD Voice Call in progress Call Forward Do Not Disturb Conference Presence/Busy Lamp Field (BLF) 1-5

14 User Guide SoundPoint IP 450 Desktop Phone Before You Use Your Phone Note The background and key colors that appear on your phone may differ from what appears in this user guide. Navigating Menus and Entering Data To help you navigate menus and enter data, use these tips: Note After 20 seconds of inactivity, the menu system automatically exits to the idle screen unless an edit session is in progress. To scroll through lists, use and, or hold down and. Press the * key to page up. Press the # key to page down. Use these shortcuts when lists appear on more than one page. To exit from any menu, press. To return to the previous menu, press the Back soft key. To cancel the current edit session, press the Cancel soft key. To delete text, press the << soft key. To view additional soft keys, press the More soft key. To select a value from a list, use and. Use the dial pad keys to navigate through and make selections in numbered menu lists. The navigation guide on right-hand side of the screen shows which arrow keys can be used at a particular sublevel. For example, you can use and at this point. 1-6

15 Getting Started with Your Phone To enter text using the dial pad, press the number keys one or more times. For example, for A press 2 and for C press 222. When in text entry mode, the title will show whether keys will generate digits (1), upper-case (A), or lower-case (a) characters use the 1/A/a soft key to change and whether keys will generate ASCII, Latin, Cyrillic, Katakana, or Unicode characters use the Encoding soft key to change. Information Status The top line of the screen (or graphic display) shows status information. It appears as a scrolling list if there is more than one message. The number of messages in the list also appears. In order of precedence from highest to lowest, the messages are: Popup text (for example, network errors) Do Not Disturb text Missed call text or second incoming caller display Prompt text (for example, Enter number ) Time and date text The following figures provide some examples: 1-7

16 User Guide SoundPoint IP 450 Desktop Phone 1-8

17 2 Customizing Your Phone You can customize your SoundPoint IP 450 desktop phone by adjusting the setting for time and date, display contrast, and ring type, for example. You can add contacts to the phone s directory manually or from call lists. You can handle incoming calls from different contacts in different ways. This chapter provides basic operating instructions for customizing your SoundPoint IP 450 phone. This chapter contains: Configuring Basic Settings Managing Call Lists Managing Contacts Managing Incoming Calls Some customizations of your SoundPoint IP 450 phone are performed by your system administrator. These include: Supporting Multiple Lines Supporting Multiple Line Keys Per Line Supporting Shared Lines To read about the phone s basic features, refer to Using the Basic Features of Your Phone on page 3-1. To read about the phone s advanced features, refer to Using the Advanced Features of Your Phone on page 4-1. If you require additional information or assistance with your new phone, contact your system administrator. Configuring Basic Settings You can configure the following basic settings through use of : Appearance of the time and date Display contrast 2-1

18 User Guide SoundPoint IP 450 Phone Backlight intensity Headset Memory Mode Headset hookswitch selection Ring type Language support (localization) Background pattern You can mute the microphone and adjust the volume using separate keys. Changing the Appearance of Time and Date The time and date appears on the screen of the SoundPoint IP 450 phone. If the phone cannot obtain a time and date from the call server, the display will flash. Contact your system administrator if either the time or date is incorrect. You can select from various formats for the time and date display. Select and set options that are right for you. You can also disable the time and date display, so the time and date do not display on the phone screen. To configure the time and date formats: 1. Press. 2. Select Settings > Basic > Preferences > Time & Date. 3. Select from Clock Date, Clock Time, Clock Order, or Enable/Disable. 4. Scroll through the options under each of these selections. 2-2

19 Customizing Your Phone 5. Press the Select soft key to confirm your choice. The following figure shows the Clock Time menu. 6. Press to return to the idle screen. Changing the Display Contrast To adjust the contrast on the screen to a comfortable level: 1. Press. 2. Select Settings > Basic > Contrast. 3. Press the Up or Down soft keys to increase or decrease the display contrast. Note You can also use the volume keys to increase or decrease the diplay contrast. 4. Press the Ok soft key. 5. Press to return to the idle screen. 2-3

20 User Guide SoundPoint IP 450 Phone Changing the Backlight Intensity Backlight intensity on the SoundPoint IP 450 phone has three components: Backlight On Backlight Idle Maximum Intensity You can modify the Backlight On intensity and the Backlight Idle intensity separately. You can select high, medium, low, and off levels for both. When you modify the Maximum Intensity, you are modifying the entire backlight intensity scale. For example, if you decrease the Maximum Intensity, the low, medium, and high values for both Backlight On intensity and the Backlight Idle intensity decrease. The Backlight On intensity applies for the following events: Any key press Hookswitch release Incoming calls Ending a call, holding a call, resuming a call by the other party A voice or instant message received If you do not press any keys on the phone after 20 seconds of the backlight turning on, the backlight dims (or changes) to medium in the following cases: A call is in progress A call is on hold There is an incoming call (ringing) There is an outgoing call (ringing back) Any menu shows on the display In all other cases, the Backlight Idle intensity applies. To modify the backlight intensity: 1. Press. 2-4

21 Customizing Your Phone 2. Select Settings > Basic > Backlight Intensity. 3. Select Backlight On Intensity. 4. Scroll to select high, medium, low, or off, and then press the Select soft key. The default level is medium. 5. Select Backlight Idle Intensity. 6. Scroll to select high, medium, low, or off, and then press the Select soft key. The default level is low. 7. Select Maximum Intensity. 8. Press the Up or Down soft keys to increase or decrease the backlight intensity. 9. Press the Ok soft key. 2-5

22 User Guide SoundPoint IP 450 Phone 10. Press to return to the idle screen. Enabling the Headset Memory Mode This feature is especially useful for permanent or full-time headset users. To permanently enable the Headset Memory Mode: 1. Press. 2. Select Settings > Basic > Preferences > Headset... > Headset Memory Scroll to select Enabled, and then press the Select soft key. 4. Press to return to the idle screen. Repeat steps 1 to 4 to select Disabled and turn Headset Memory Mode off. To activate Headset Memory Mode: >> Press twice. The flashing headset icon on the screen or a flashing headset key indicates that the headset mode is activated. Pressing or the Answer soft key to receive a call will now connect to your headset automatically. Selecting the Correct Headset for Electronic Hookswitch This feature allows you to answer your phone when you are using a headset. For information on supported headsets to provide electronic hookswitch features for placing, answering, and ending calls, go to and enter Headset Compatibility List in the Knowledge Base text box or contact your system administrator. 2-6

23 Customizing Your Phone To select a headset that supports electronic hookswitch: 1. Press. 2. Select Settings > Basic > Preferences > Headset > Analog Headset Mode. 3. Scroll to select your headset, and then press the Select soft key. 4. Press to return to the idle screen. Selecting the Ring Type You can select different ring types to distinguish lines or to distinguish your phone from your neighbor s phone. To change the incoming ring type: 1. Press. 2. Select Settings > Basic > Ring Type. 3. If multiple lines are configured on your phone, first select the line to change from the list using the arrow keys. 4. Scroll to select the desired ring type. To hear the selected ring type, press the Play soft key. 5. Press the Select soft key to change to the selected ring type. 6. Press to return to the idle screen. 2-7

24 User Guide SoundPoint IP 450 Phone Note If you configure your SoundPoint IP 450 phone with a silent ring, press the flashing Line key or the Answer soft key to answer the call. If your handset is off hook, the call is routed to the handset. If your handset is on hook, the call is routed to the speaker. Changing the Language Many languages are supported by the SoundPoint IP 450 phone. To change the language: 1. Press. 2. Select Settings > Basic > Preferences > Language. 3. Scroll to highlight the language you want. You can choose from Chinese, Danish, Dutch, English (Canada), English (United Kingdom), English (United States), French, German, Italian, Japanese, Korean, Norwegian, Polish, Portuguese, Russian, Slovenian, Spanish, and Swedish. 4. Press the Select soft key. Text that appears on the screen will change to the language of your choice. 5. Press to return to the idle screen. 2-8

25 Customizing Your Phone Changing the Background You can change the picture or design that appears on the screen. A default background displays when the phone starts up (shown below). For more information on selections, contact your system administrator. To change the graphic background: 1. Press. 2. Select Settings > Basic > Preferences > Backgrounds. 3. Scroll to highlight the background you want. 4. Press the Select soft key. 5. Press to return to the idle screen. One of the background selections is shown below. 2-9

26 User Guide SoundPoint IP 450 Phone Muting the Microphone During a call, press. The Message Waiting Indicator turns red and a microphone on the screen indicates that the other party (or parties) cannot hear you. Microphone Mute applies to all modes: Handset, Headset, and Hands-free Speakerphone. You can still hear all other parties while mute is enabled. To turn off Microphone Mute, press again. Adjusting the Volume Press to adjust receiver volume during a call. Pressing these keys in the idle state adjusts the ringer volume. Note To conform to regulatory requirements, handset and headset volume will return to a preset level after each call, but your system administrator can change this. Hands-free Speakerphone volume settings will be maintained across calls. Managing Call Lists Your phone maintains local lists of missed, received, and placed calls. Each list contains 100 entries. Press, and then select Features > Call Lists > Missed Calls, Received Calls, or Placed Calls. The following shows a Placed Calls list. Manage the call list by doing the following: To edit the phone number, press the Edit soft key. To return the call, press the Dial soft key. To view information about the call, press press the More soft key followed by the Info soft key. To store the contact in the Contact Directory, press the More soft key followed by the Save soft key. 2-10

27 Customizing Your Phone To delete the call from list, press the More soft key followed by the Clear soft key. Press to return to the idle screen. Note Press the Right arrow key from the idle screen to access the Placed Calls list. Press the Left arrow key from the idle screen to access the Received Calls list. Press the Down arrow from the idle screen to access the Missed Calls list. You can use these shortcuts while placing calls or performing transferring and conferencing functions. Note You can manually clear all call lists. They are automatically cleared when you restart the phone. Managing Contacts You can store a large number of contacts in your phone's local contact directory. Contact your system administrator for the exact number. You can dial or search for a contact in this directory. You may be able to add, edit, and delete contacts. You may have access to portions of your corporate directory through your phone. The contacts that you can see are determined by your system administrator. You can place calls to contacts in your corporate directory. You may be able to add contacts from the corporate directory to your local contact directory. Adding Contacts You can add contacts to your contact directory: Manually From a call list From your corporate directory 2-11

28 User Guide SoundPoint IP 450 Phone Adding Contacts Manually To add a contact to the local contact directory manually: 1. Press. 2. Select Features > Contact Directory. 3. Press the More soft key. 4. Press the Add soft key. 5. Enter first and/or last name of the contact from the keypad. Use the 1/A/a soft key to select between numeric and upper/lower case alphanumeric modes. Use the Encoding soft key to access special characters in other languages. 6. Enter a contact number. This is a required field and it must be unique (not already in the directory). 7. (Optional.) Change the Speed Dial Index. It is automatically assigned to the next available index value. Valid speed dial index values are from 1 to If you enter a speed dial index that already, Speed dial index already exists appears. If you enter an invalid value, Speed dial index invalid appears. For more information, refer to Assigning Speed Dial Keys on page

29 Customizing Your Phone 8. (Optional.) Change the Ring Type and Divert Contact. These fields may be left blank. For more information on setting the Ring Type field, refer to Distinguishing Calls on page For more information on diverting contacts, refer to Diverting Calls on page (Optional.) Change the Auto Reject, Auto Divert, Watch Buddy, and Block Buddy. Scroll to switch between Enabled and Disabled settings. For more information on setting the Auto Reject field, refer to Rejecting Calls on page For more information on setting the Watch Buddy and Block Buddy fields, refer to Managing Buddies on page Press the Save soft key. 11. Press to return to the idle screen. Adding Contacts From Call Lists To add a contact to the local contact directory from a call list: 1. Do one of the following: Press. Select Features > Call Lists >Missed Calls, Received Calls, or Placed Calls as desired. Press,, or to access the desired call list. 2. Scroll to highlight the contact. You can also use the * key to Page Up and the # key to Page Down. 3. Press the More soft key, and then the Save soft key to save the contact in the phone s directory. 4. Press to return to the idle screen. 2-13

30 User Guide SoundPoint IP 450 Phone Note You may want to go to the local contact directory to check if the contact was saved correctly, and to add any missing fields. Adding Contacts From the Corporate Directory To add a contact to your local contact directory from the corporate directory: 1. Press. 2. Select Features > Corporate Directory. 3. Search for the contact. Refer to Searching for Contacts in the corporate directory on page Press the View soft key. The contact s information appears on the screen. 5. Press the Save soft key to save the contact in the local contact directory. Entry saved appears on the screen. Only the first name, last name, and phone number are saved. If the contact already exists in the contact directory, Entry already exists appears. 6. Press to return to the idle screen. Editing Contacts To edit a contact in the local contact directory: 1. Press. 2. Select Features > Contact Directory. 3. Scroll to highlight the contact. You can also use the * key to page up and the # key to page down. 2-14

31 Customizing Your Phone 4. Press the Edit soft key 5. Edit the contact information. 6. Press the Save soft key. 7. Press to return to the idle screen. Note You can quickly edit a contact associated with a speed dial key by pressing and holding the contact s speed dial key, and then complete steps 5 to 7. Deleting Contacts To delete a contact from the local contact directory: 1. Press. 2. Select Features > Contact Directory. 3. Scroll to highlight the contact. You can also use the * key to page up and the # key to page down. 4. Press the More soft key twice, and then press the Delete soft key. The contact is deleted from the directory. 5. Press to return to the idle screen. Placing Calls to Contacts To place a call to a contact in the local contact directory: 1. Press. 2. Select Features > Contact Directory. 2-15

32 User Guide SoundPoint IP 450 Phone 3. Scroll to highlight the contact. You can also use the * key to page up and the # key to page down. 4. Press the Dial soft key. To place a call to a contact in the corporate directory: 1. Press. 2. Select Features > Corporate Directory. 3. Search for the contact. Refer to Searching for Contacts in the corporate directory on page Press the View soft key. The contact s information appears on the screen. 5. Press the Dial soft key. Searching for Contacts To search for a contact in the local contact directory: 1. Press. 2. Select Features > Contact Directory. 3. Press the More soft key, and then the Search soft key. 4. Using the dial pad, enter the first few characters of the contacts s first or last name. 2-16

33 Customizing Your Phone 5. Press the Search soft key again. You can dial any successful matches from the resulting information on the screen. To search for a contact in the corporate directory: 1. Press. 2. Select Features > Corporate Directory. Note When you first access the corporate directory, the message Directory update in progress appears momentarily. Then the corporate directory entries appear. If no corporate directory entries appear, review your search criteria. Your criteria may be set to exclude all corporate directory entries. 3. Search for the contact in one of the following ways: Scroll to highlight the contact. You can also use the * key to Page Up and the # key to Page Down. Press the Search soft key, and then enter the first few letters or numbers of the first name, last name, or any other parameter displayed in the list. Press the Submit soft key. Using the dial pad, enter the first few characters of the contacts s last name. The characters that you enter appear on the second line of the screen. The entries whose last name begin with the characters that you entered (or are alphabetically next to the characters that you entered) appear on the screen. 2-17

34 User Guide SoundPoint IP 450 Phone Managing Incoming Calls You can distinguish incoming calls by setting distinctive rings for contacts in your contact directory, sending particular calls directly to your voice mail, or transferring particular calls to another party. Distinguishing Calls You can customize your phone so that you can distinguish different parties by ring type. Note This feature is local to the phone, and may be overridden by your organization s settings. For more information, contact your system administrator. To set a distinctive ring type for a contact: 1. Press. 2. Select Features > Contact Directory. 3. Scroll to highlight the contact. You can also use the * key to page up and the # key to page down. 4. Press the Edit soft key, and then scroll down to the Ring Type field. 5. Enter the number corresponding to one of the ring types available. For more information, refer to Selecting the Ring Type on page (Optional.) To remove an existing value, press the << soft key. 7. Press the Save soft key. 8. Press to return to the idle screen. 2-18

35 Customizing Your Phone Rejecting Calls You can customize your phone so that incoming calls from a particular party are immediately sent to your voice mail. Note Rejecting calls is not available on shared lines. To send incoming calls from a contact directly to voice mail: 1. Press. 2. Select Features > Contact Directory. 3. Scroll to highlight the contact. You can also use the * key to page up and the # key to page down. 4. Press the Edit soft key, and then scroll down to the Auto Reject field. 5. Scroll to select Enabled. 6. Press the Save soft key. 7. Press to return to the idle screen. Diverting Calls You can customize your phone so that incoming calls from a particular contact are transferred directly to a third party. To divert incoming calls from a particular contact: 1. Press. 2. Select Features > Contact Directory. 3. Scroll to highlight the contact. You can also use the * key to page up and the # key to page down. 2-19

36 User Guide SoundPoint IP 450 Phone 4. Press the Edit soft key, and then scroll down to the Divert Contact field. 5. Enter the number of the party to whom you want to divert the call. 6. Scroll down to the Auto Divert field. 7. Scroll to select Enabled. 8. Press the Save soft key. 9. Press to return to the idle screen. System Customizations The following section details customizations of your SoundPoint IP 450 phone that are performed by your system administrator. Supporting Multiple Lines Your SoundPoint IP 450 phone can support up to 3 lines. Typically, the top-most Line Key is reserved for the principal directory number (DN) of the phone. Depending on how your administrator sets up your phone, the screen could resemble one of the following figures: One line,

37 Customizing Your Phone Two lines, 3165 and 3166 Supporting Multiple Line Keys Per Line Each line on the phone can be configured to have more than one Line Key associated with it. This enhances call visualization and simplifies call handling. If this is the case, the screen could resemble the following figure: Incoming calls to this line will be distributed evenly among the available Line Keys. Similarly, outgoing calls will be distributed. Your phone can be configured to have a combination of lines with a single Line Key and lines with multiple Line Keys. Supporting Shared Lines Your SoundPoint IP 450 supports shared lines. Note Shared lines are an optional feature and may not be supported on your particular system. For more information, contact your system administrator. A shared line is indicated by a different line icon. In the following figure, the line 3165 is private and the line 3166 is shared. 2-21

38 User Guide SoundPoint IP 450 Phone If two phones share a line, an incoming call to that number will cause both phones to ring. The call can be answered on either phone but not both. Calls on shared lines can be transferred, put on hold, or added to a conference. Note Call Forwarding is not available on shared lines. Do Not Disturb (DND) on shared lines disables the ringing option only, the visual indication is still in place. 2-22

39 3 Using the Basic Features of Your Phone Your SoundPoint IP 450 desktop phone is designed to be used like a regular phone on a public switched telephone network (PSTN). You call place calls, transfer a call to someone else, or conduct a conference call. At any time, at most one active call may be in progress on your phone. The active call is the one that has audio associated with it. There may be multiple other calls: On hold In an Incoming call or Ringing state This chapter provides basic operating instructions for the SoundPoint IP 450 phone. This chapter contains instructions on: Placing Calls Answering Calls Ending Calls Redialing Numbers Placing Calls on Hold Hosting Conference Calls Transferring Calls Forwarding Calls Enabling Do Not Disturb Assigning Speed Dial Keys Using Voice Mail To customize your phone, refer to Customizing Your Phone on page 2-1. To read about the phone s advanced features, refer to Using the Advanced Features of Your Phone on page

40 User Guide SoundPoint IP 450 Phone If you require additional information or assistance with your new phone, contact your system administrator. Placing Calls You can place a call in many ways using your SoundPoint IP 450 phone: using the handset using the speakerphone using the headset You can also dial the number first, and then choose the method you will use to speak to the other party. You can search the call lists, the local contact directory or the corporate directory and dial from the search results page. For more information, refer to Managing Call Lists on page 2-10 and Managing Contacts on page During a call, you can alternate between Speakerphone Hands-Free, Headset, or Handset modes by pressing the or keys, or picking up the handset. The call duration of active calls is visible within the active call window on the screen. In the figure below, the call to Don Blue has lasted 19 seconds. To place a call using the handset: >> Do the following steps in any order: Pick up the handset. Dial the number using the dial pad. 3-2

41 Using the Basic Features of Your Phone Note You can also dial using the SIP URL or IP address. To obtain the IP address of your phone, press the Menu key, and then select Status > Platform > Phone. The IP address is listed together with other phone information. The maximum URL or IP address length is 32 characters. For example, , Press the URL soft key and enter the URL or IP address. Use * for. and # Then press the Send soft key to complete the call. Your phone may not support SIP URL or IP address dialing. Contact your system administrator. To place a call using Hands-Free Speakerphone mode: Note If Handsfree mode disabled appears on the screen after you press the speakerphone key, your system administrator has disabled the speakerphone on your phone. >> Do one of the following: With the handset on-hook, press,, or the NewCall soft key to obtain a dial tone. Dial the number using the dial pad. With the handset on-hook, dial the number using the dial pad. Press,, or the Dial soft key. To place a call using the headset: >> Do one of the following: With the optional headset connected, press or the NewCall soft key to obtain dial tone. Press. Dial the desired number using the dial pad. With the optional headset connected, dial the desired number using the dial pad. Press. Note To permanently enable your headset, refer to Enabling the Headset Memory Mode on page

42 User Guide SoundPoint IP 450 Phone Answering Calls When you are not in another call, you can answer a call in three ways: Using the handset Using the speakerphone Using the headset The steps for answering an incoming call when you are in another call are different if your phone is configured for: A single Line Key per line Multiple Line Keys per line If your phone is configured with multiple call appearances, refer to Using Multiple Call Appearances on page 4-1 for instructions on how to answer a call. Note You can ignore incoming calls by pressing the Reject soft key (for private lines) or the Silence soft key (for shared lines) or the Do Not Disturb key. The Do Not Disturb mode stays active when the call ends and remains active until you press the Do Not Disturb key again. You can forward incoming calls by pressing the Forward soft key. For more information, refer to Dynamic Forwarding on page When your phone is configured with a silent ring, press the ringing Line key or the Answer soft key to answer the call. If your handset is off-hook, the call is routed to the handset. If your handset is on-hook, the call is routed to the speaker. Answering When Not in Another Call In all cases, the active call will appear on the screen showing call duration and destination. 3-4

43 Using the Basic Features of Your Phone To answer a call using the handset: >> Pick up the handset. To answer a call using Hands-Free Speakerphone mode: Note If Handsfree mode disabled appears on the screen after you press the speakerphone key, your system administrator has disabled the speakerphone on your phone. >> Do one of the following: Press. With the handset on-hook, press (next to the flashing green status indicator). Press the Answer soft key. To answer a call using the headset: >> Press. If Headset Memory Mode is activated, press Answer soft key. or the Answering When in Another Call If you have an active call, and an incoming call arrives on the same line, do one of the following: If your phone is configured for a single Line Key per line: You may hear a call waiting tone, and you will see the second call appearance. Caller information for the incoming call appears on the screen. If your phone is configured for multiple Line Keys per line: You may hear a call waiting tone, the second Line Key indicator fast flashes green, and an incoming call icon appears. Caller information for the second Line Key appears on the bottom line of the screen. If your phone is configured for shared lines: You may hear a call waiting tone, the second Line Key indicator will fast flash green, and an incoming call icon appears on the second Line Key. Note If your phone is configured for shared lines, the Reject soft-key is replaced by a Silence soft key and there is no Forward soft-key. To stop the incoming call from ringing, press the Silence soft key. 3-5

44 User Guide SoundPoint IP 450 Phone To answer an incoming call on a line configured for a single Line Key: >> Do one of the following: Press or the Hold soft key to place the original call on hold. The incoming call is answered. Scroll down to access the new call. Press the Answer soft key. The original call is placed on hold. Note You can forward incoming calls by pressing the Forward soft key. For more information, refer to Dynamic Forwarding on page To answer an incoming call on a line configured for multiple Line Keys: >> Do one of the following: Press next the flashing green indicator. The first call is placed on hold and the second call become the active call. Press or the Hold soft key to place the original call on hold. Press the Answer soft key. Note You can forward incoming calls by pressing the Forward soft key. For more information, refer to Dynamic Forwarding on page To answer an incoming call on a shared line: 1. Answer the incoming call. 2. Press or the Hold soft key. Anyone on another phone configured to use the same shared line may take the call by selecting the Line Key associated with the call on hold (represented by a flashing red LED). 3-6

45 Using the Basic Features of Your Phone Ending Calls To end a call: >> Do one of the following: If you are using the handset, press the EndCall soft key or replace the handset. If you are using a headset, press. If your are using the speakerphone, press. Redialing Numbers To redial the last call placed from your phone: >> Press. A call to your last placed call is attempted. To redial a previously placed call, refer to Managing Call Lists on page Placing Calls on Hold During a call, press the line key label. or the Hold soft key. The hold icon will display on 3-7

46 User Guide SoundPoint IP 450 Phone Press again or the Resume soft key to retrieve the call. The registered line icon appears as the line indicator. Note The Hold feature typically generates music or a beeping tone. Therefore, avoid putting a conference call on hold. Multiple Calls on Hold If multiple calls are on hold on a single Line Key, use and to switch between the calls, and then press the Resume soft key to retrieve the desired call. If more than two calls are on hold on a single Line Key, an indication appears on the screen, for example 2/3, indicating that this is the second call out of three calls. If calls are on hold on more than one Line Key, you can view the details of the calls on any Line Key by pressing and holding the Line Key for more than two seconds. If a Line Key is depressed for less than one second, the first call on hold on that Line Key will be retrieved. Hosting Conference Calls You can create a conference with other parties using the phone s local conference feature. You can create a conference at any time between an active call and a call on hold (on the same or another line) by pressing the Join soft key. The conference management feature allows you to view all parties in a conference call. From the Manage Conference page, you can add, hold, remove, and mute specific conference participants. Note The conference management feature is an optional feature and may not be supported on your particular system. For more information, contact your system administrator. This section provides the following step-by-step instructions: Setting Up Conference Calls 3-8

47 Using the Basic Features of Your Phone Managing Conference Calls Adding Parties to Conference Calls Joining Conferences Splitting Conference Calls Ending Conference Calls Setting Up Conference Calls To set up a conference call: 1. Call the first party. Note You can either dial the phone number directly or search for the number in the Contact Directory or Call Lists. For more information, refer to Placing Calls on page 3-2, Searching for Contacts on page 2-16, or Managing Call Lists on page Press the Confrnc soft key to create a new call. The active call is placed on hold. Note If configured for single key-press conferences, all conference participants hear the dial tone and ringback when the conference host places a call to a new party. 3. Call the second party. 4. When the second party answers, press the More soft key, and then the Confrnc soft key again to join all parties in the conference. 3-9

48 User Guide SoundPoint IP 450 Phone Note If configured for single key-press conferences, you do not need to press the Confrnc soft key again. 5. Press Confrnc soft key to add another party to the conference. The first and second party are put on hold. Note If configured for single key-press conferences, all conference participants hear the dial tone and ringback when the conference host places a call to a new party. 6. Call the third party. 7. After the third party answers, press the More soft key, and then the Confrnc soft key again to join all parties in the conference. Note If configured for single key-press conferences, you do not need to press the Confrnc key again. A conference similar to this one will now exist. Managing Conference Calls You are currently in a conference call. The screen, like the one shown below, is displayed on your phone. 3-10

49 Using the Basic Features of Your Phone To manage a conference call: 1. Press the Manage soft key. The Manage Conference page appears. 2. Do one of the following: To add a new party, press the Add soft key. Call another party as you would using the Confrnc soft key (outside the conference management feature). The other parties are put on hold. After the new party answers, press the More soft key, and then the Confrnc soft key again to join all parties in the conference. Note The Add soft key appears only if you can add more parties to the conference call. Your system administrator determines the maximum number of conference participants. The default number is three. For more information, contact your system administrator. 3-11

50 User Guide SoundPoint IP 450 Phone To mute a party, select the party, then press the Far Mute soft key. The muted party can hear all parties, but no party can hear the muted party. If you press instead of the Far Mute soft key, all other parties can hear each other, but they cannot hear you. Press the UnMute soft key to un-mute the party. To place a party on hold, select the party, and then press the Hold soft key. The held party cannot hear any parties and no party can hear the held party. Press the Resume soft key to return the party to the conference. If the held party presses on their phone, the party will remain on hold within the conference even if you press the Resume soft key. To remove a party from the conference, press the Remove soft key. The party is removed from the conference. To return the party to the conference, press the Add soft key (refer to the first optional step above). To do other actions, press the More soft key. Press the Info soft key to view more information about the selected party. Press the Back soft key to exit the conference management feature. 3-12

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